Grants Management and Systems

Administration

Application and Funding Guide 2018

Study Support for Completing Part-Time

Doctoral Students 2018

CONTENTS

1. Introduction ...................................................................................................................................... 1

2. Granting Rules ................................................................................................................................. 1

2.1 Conditions Of Study Support Completing Part-Time Doctoral Studies ....................................... 1

3. Value Of Scholarship ....................................................................................................................... 1

4. Application Process ......................................................................................................................... 1

5. How To Submit Applications ........................................................................................................... 2

6. Screening And Review Processes ................................................................................................ 14

6.1 Overview Of The Screening Process ............................................................................................ 14

6.2 Overview Of The Review Process ................................................................................................. 14

6.3 Ranking Of Applications................................................................................................................ 15

7. Awardee Responsibilities .............................................................................................................. 16

7.1 Reporting ........................................................................................................................................ 16

8. Managing Changes During The Project Life Cycle ...................................................................... 16

8.1.1 Prior Approvals Requests ........................................................................................................... 16

8.1.2 Changes In Project Scope, Supervisor Or Institution ................................................................ 16

9. Scientific Compliance .................................................................................................................... 16

9.1 Methodology ................................................................................................................................... 16

9.2 Intellectual Property Rights ........................................................................................................... 17

9.3 Ethics .............................................................................................................................................. 17

List Of References ................................................................................................................................ 17

List of Acronyms

APR Annual Progress Report

DA Designated Authority

GMSA Grants Management and Systems Administration

HEI Higher Education Institution

HICD Human and Institutional Capacity Development

RISA Research and Innovation Support and Advancement

NRF National Research Foundation

DST Department of Science and Technology

Contact Details

Ms Nozine Nqeketo

Professional Officer: Grants Management and Systems Administration (GMSA)

Telephone: (012) 481-4184

E-mail address: nozine.nqeketo@nrf.ac.za

Mr Lehlogonolo Phaahla

Liaison Officer: Grants Management and Systems Administration (GMSA)

Telephone: (012) 481-4102

E-mail address: lehlogonolo.phaahla@nrf.ac.za

Mr Philasande Giwu

Professional Officer: Reviews and Evaluation (RE)

Telephone: (012) 481 4394

E-mail address: philasande.giwu@nrf.ac.za

Application guidelines are explained in this document. Please read this document together with the call or

framework document of the funding instrument that highlights the eligibility criteria and requirements.

For technical online enquiries, please contact the NRF Support Desk during office hours from 08:00

to16:30

Telephone: (012) 481-4202

E-mail: Supportdesk@nrf.ac.za

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1. Introduction

This Manual provides an overview of the part time doctoral scholarship funding instrument, application

funding guidelines and processes. The Manual should be read in conjunction with the funding instrument

call or framework document that can be accessed at https://nrfsubmission.nrf.ac.za. It does not, however,

constitute a complete set of the policies, procedures or systems used by the NRF.

2. Granting Rules

2.1 Conditions of Study Support Completing Part-Time Doctoral Studies

An applicant must be registered on part-time basis at a South African public university.

An applicant may not concurrently hold this support with another NRF scholarship or fund (s) from

any other South African government source.

An applicant must currently be registered for a doctoral degree and be in the final year of the

research activities (applicants must have completed all fieldwork, experiments, research

methodology and analysis and should be in the write up stages of their doctoral dissertation).

An applicant must be employed or self-employed at the time of the application.

3. Value of Scholarship

Support for completion of doctoral studies will be made on a pro rata basis not exceeding twelve (12)

months. For the 2018 academic year, the value of the bursaries will be a maximum of R10 000 per month

for twelve months or R120 000 per annum.

3. Application Process

The NRF issues a call for part time doctoral scholarship applications that is published on the NRF

website and is accessible online at https://nrfsubmission.nrf.ac.za. This call does not accept more than

one application per applicant. All applications must be duly authorised and approved by the Designated

Authority (DA) of the research administration at the institution that submits the application. Applications

are automatically submitted electronically to the institutional DA of the submitting institution for validation

at the deadline date determined by the institution. Please inquire with your institution regarding their

internal closing dates. The processing of a successful grant application takes approximately five (5)

months from the time of submission until the commencement of funding.

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5. How to submit Applications

Applications must be completed on the NRF Online Submission System at https://nrfsubmission.nrf.ac.za

from 22 May 2017. Applicants are advised to start with their applications early on to prevent IT system

overload nearer the closing date.

Step 1: This is an electronic submission system and applicants must be registered on the system in order

to create and complete an application. If you previously registered on the NRF Online System

(http://nrfonline.nrf.ac.za) before February 2012, your details will have been migrated to the new NRF

Online Submission System (https://nrfsubmission.nrf.ac.za). If you experience problems accessing the

system with your NRF Online password, click the Reset Password button to reset it. If you are not yet

registered on the NRF Online Submission System, you should register to access the application form.

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Step 2: Once you have successfully logged onto the NRF Online Submission System, you get to the Landing Page. On the landing page, click

on the left menu (tab indicated with blue arrow) to create a new application by clicking on My Applications then Create Application.

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Step 3: Select the funding call for which you are applying which will open up a new application to complete. Please note this should only be

selected once. To continue working on an application, go to My Applications- List of Applications.

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Step 4: All sections marked with a red asterisks are compulsory. The sections without asterisks are not, and you may enter information in

these sections only if you have information to enter, such as research outputs. Completed sections will be indicated by a green tick on the main

menu, while incomplete sections will be indicated by a yellow cross. Most screens have screen- and application-specific instructions to guide

the applicant through the sections. Please read these instructions carefully before completing the sections.

All compulsory sections will guide applicants with error messages. Please follow these messages to help you complete the section correctly.

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Step 5: Degree to be Funded please complete the section accurately and keep the following in mind: (1) Applicants must be registered on part

time basis at a South African public university. (2) Any awards not taken up by 30 June 2018 will be cancelled automatically.

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Step 6: The Research Project Information section requires you to select the proposed institution. Should your institution not be on the list,

please request it by selecting the support tab on the far right at the top of the screen.

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Step 7: In the Academic Achievement section, please enter the academic average from your previous degree by adding up all your marks

and dividing by the number of courses. If your institution does not provide a mark, please enter pass in the field. The review panel will compare

the scores entered with your requested academic transcript.

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Step 8: The Details of Research section- the applicant should follow the instructions and provide a detailed description of the project, the

achievements to date versus the initial project proposal; and include the research work that is still outstanding. Also include details of

manuscripts under preparation or that are submitted for publication. For more details on what is required under Details of Research, please also

see section 6.3, Ranking of Applications: NRF scorecard assessments below.

Applicants must note the importance of giving a detailed work plan which is assessed based on your supervisor’s comment as well as the

feasibility of the timelines, the appropriateness of the research to be conducted and the details of activities planned.

The information above is thoroughly assessed by external panel members who are experts in the different disciplines.

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Step 9: The Science Engagement section is compulsory section. If you will not be running any science engagement activities, you will still

have to select “add” but you can indicate “N/A” under “activity” and category”.

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Step 10: The Reference section allows applicants to include Doctoral supervisor who can comment on the progress of the studies. On final

submission of the application, an automatically email will be sent to your supervisor.

It is the applicant’s responsibility to ensure that the supervisor’s email is correct and that the supervisor have responded by the

closing date of 06 July 2017 as this category is assessed in the application. The applicant must view the application PDF to check if a

supervisor has responded to the request for supervisor. A “yes” indicates a response and a “no” indicates no response from the referee.

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Step 11: Person History section is a section required for statistical purposes by the NRF and it allows us to ascertain who previously received

NSFAS (South African National Student Financial Aid Scheme) funding.

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Step 12: In the Attachment section - Please print, certify and then scan in all documents at once, save as a PDF file and then upload the

section as one document. If you are a student with a disability, you may also upload a medical certificate in support of your disability.

The following documents are compulsory:

Certified South African Identity Document.

Certified academic record or, in case of applicants with outstanding fees due to the university, attach an official i.e. stamped and signed

statement stating that the transcript is not issued due to outstanding fees owed to the university.

Proof of National Student Financial Aid Scheme (NSFAS) or University Financial Aid funding for applicants that have indicated that they

were previously funded by NSFAS or University Financial Aid.

Confirmation from the applicant’s employer to grant the specified period of leave for the purpose of completing the doctoral dissertation.

Self-employed applicants must attach proof of business registration.

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Step 13: Applicants must ensure that they adhere to their institution’s internal closing date for

submission of their application to allow for internal institutional screening and review. The

internal closing date will be determined by the respective research offices or Post Graduate Office

and is usually at least two weeks prior to the NRF’s closing date.

Step 14: The final submit button will only appear when all compulsory sections are complete. If all the

compulsory sections are complete and the final submit button does not appear, please select any section,

re-save to refresh the application, and you should see the final submit button. Once you have selected

final submit, the application will be routed to your hosting institution for validation and later, for

consideration by the NRF.

The NRF will reject applications that are late or incomplete, contain insufficient or incorrect detail, or fail

to follow instructions. The application must be completed in sufficient detail to allow for a comprehensive

review and evaluation process by internal and external reviewers. In addition to the electronic application

and required attachments, the NRF may request additional information or documentation to support an

application, if required. Failure to supply such information or documentation upon request may result in

the rejection of the application.

6. Screening and Review Processes

6.1 Overview of the Screening Process

All applications validated by institutions and submitted to the NRF are screened by the NRF for

compliance with the eligibility criteria of the Call for applications, as well as the requirements for

completing the NRF Online Submission application. Applications that fail to meet the stipulated

requirements will be rejected.

6.2 Overview of the Review Process

The NRF’s peer review policy requires that all applications are subjected to a review process.

Applications submitted to this funding instrument will go through a panel review process.

Panel members are selected from the NRF database and other sources, which is updated on a

continuous basis. In making the selection of the panel, the expertise and experience of individuals in

application adjudication are taken into account. In assessing the application, agreed assessment criteria

are applied in the form of a scorecard.

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The Panel provides recommendations to the NRF and the final funding decision is made by the NRF

taking strategic and policy objectives into consideration. In awarding grants in this funding instrument, the

NRF takes into account the recommendations of the peer review panel, the objectives and targets of the

funding instrument, and the available funds.

6.3 Ranking of Applications

The purpose of the scoring system is to evaluate applications, based on funding instrument criteria, in

order to identify applicants that are most deserving of the limited funds available. All research proposals

submitted to the NRF for funding are evaluated according to a number of predetermined criteria.

Applications are assessed and ranked on the basis of criteria as listed in the table below. Each area is

weighted to indicate its relative importance. Kindly consult the table below for details on the criteria used.

NRF Scorecard for the Assessment of Study Support for Part-Time Doctoral Scholarship Funding

Criteria Description Weight

Problem Statement Description of the problem statement informing

the proposal. 5%

Rationale and Literature

Review

Description of rationale including a literature

review with references. 15%

Aims and Objectives Description of the aims and objectives of the

study. 5%

Methodology and proposed

research plan

Research methodology, work plan, project

organisation and progress to date. 40%

Anticipated outputs

Anticipated realistic outputs of the research such

as publications, poster and/or oral conference

presentation.

15%

Potential impact Potential for socio-economic impact of the

research in South Africa. 10%

Alignment to National

Research Strategies

Alignment with one or more National Research

Strategies. 10%

100%

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7. Awardee Responsibilities

7.1 Reporting

At the end of the funding period, recipients of the scholarships shall submit a final report indicating the

outputs. In addition, each student will be required to provide proof of submission of the thesis and, where

applicable, proof of submission of a manuscript to an accredited journal.

8. Managing changes during the project life cycle

Changes may occur during the project life cycle due to unforeseen and extenuating circumstances.

Please note the following on how to manage the award and subsequent changes (planned or

unanticipated) should they arise during the project life cycle.

8.1 Change Requests

8.1.1 Prior Approvals Requests

Applicants must submit all change requests in writing to the NRF 30 days before the proposed changes

occur. The request must have institutional DA endorsement and be submitted to the NRF via the

Research Office / Post graduate funding Office for approval prior to the change.

8.1.2 Changes in project scope, supervisor or institution

Although changes in the research project scope are not anticipated in this completing part-time doctoral

support call, other changes may occur in the case of a supervisor. The request for any changes must

have institutional DA endorsement and must be submitted to the NRF via the Research Office.

9. Scientific Compliance

9.1 Methodology

The student takes scientific responsibility for the research to be undertaken, including its objectives and

the methodology outlined in the project proposal. The student is required to devote the necessary time to

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the research project in compliance with the work plan for the research proposal approved by the NRF so

as to achieve the project’s stated aims and objectives.

9.2 Intellectual Property Rights

The intellectual capital generated by NRF funded research must be appropriately protected and exploited

for the benefit of South Africa. This condition should not interfere with the Intellectual Property Rights

arrangements already made, on condition that the majority of the benefits arising from the intellectual

capital accrue to South Africa and its citizens. This condition is aligned with the Intellectual Property

Rights Act, 1 which will override this condition of grant.

9.3 Ethics

The student is required to maintain the highest ethical and safety standards in conducting the research,

particularly when human and animal subjects are involved. It remains the responsibility of the project

leader to comply with all relevant regulations in this regard, including those of the institution at which the

research is carried out. An ethical clearance certificate (where applicable) must be submitted to the NRF

in respect of successful applications before funding can be released.

List of References

RSA (2008). Intellectual Property Rights, Publicly Financed Research and Development Act 51 of 2008.

Government Gazette, 22 Dec 2008. Vol 522, No 31745